A Digital Transformation Strategy is about taking a technology first approach to your processes.
Document Management Software (DMS) plays a central role in any digital transformation strategy by modernising how businesses store, access, and manage their documents and data. As organisations see the need for functionality such as version control and bespoke user access permissions, it becomes apparent that just "being paperless" isn't enough.
DMS provides a secure, structured, and searchable way to handle documents across departments.
By digitising manual workflows, automating repetitive tasks, and enabling remote access to critical files, DMS helps businesses reduce operational costs, improve compliance, and enhance collaboration. It also lays the groundwork for broader initiatives such as cloud adoption, data security improvements, and integrated systems. All while offering transparency such as workload management and deadlines via tasks lists.
In essence, document management software is often one of the first practical steps in a company’s journey towards full digital transformation enabling more transparent, agile, efficient, and future-ready ways of working.
Document Management Software underpins the processes within a business/ organisation. It plays a pivotal role in Digital Transformation by:
Acting as the backbone of process efficiency, especially for document-heavy workflows like invoice processing, compliance tasks, and contract management.
Enabling automation turning manual, error-prone processes into clean, rule-driven workflows that reduce bottlenecks and free staff to focus on higher-value work.
Supporting secure, compliant, and scalable operations, using features like encryption, metadata tagging, audit trails, and retention policies.
The Common issues with server-based and SharePoint-based document management systems:
Why DMS Outshines Server‑Based Systems and SharePoint:
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Organisations often lean on shared network drives or platforms like SharePoint but DocTech has seen firsthand how those tools can fall short.
Organisations need their document management processes to be:
Secure & compliant, by safeguarding sensitive information across the business.
Agile & Efficient, by automating approval chains and reducing process delays.
Connected & Future-ready, through integrations with ERP, finance, CRM, and hybrid-working models.
Stockport Homes Group (SHG) achieved success by addressing the inefficiencies and risks of their outdated, unstructured document storage system. As their organisation grew, managing documents across multiple locations became increasingly difficult, leading to slow information retrieval, data silos, and compliance concerns. Recognising the operational strain, SHG partnered with DocTech to modernise their document handling processes.
By implementing DocuWare, a structured document management system, SHG streamlined document access, automated workflows, and integrated the system with their existing housing management platform. This not only improved data security and compliance but also boosted staff productivity and efficiency across departments.
CW Plant Hire, operating across 20 depots nationwide, identified significant inefficiencies in its manual, paper-based invoice processing system particularly as operational demands grew during the COVID-19 pandemic. With up to 5,000 invoices handled each month, each requiring approximately 30 minutes of staff time, the process was time-consuming, error-prone, and costly. To address this, CW Plant Hire partnered with DocTech to implement a more efficient, scalable solution that would reduce administrative overhead, eliminate paper handling, and improve process visibility across the business.
In response, DocTech deployed a DocuWare solution integrated with CW Plant Hire’s rental and finance platforms. The system automated data capture, applied business rules for validation, routed approvals digitally, and seamlessly transferred data into existing systems.
Since implementation, CW Plant Hire has saved over £60,000 annually in postage costs, reduced processing time by approximately 2,500 hours each month, and gained faster access to critical documents. The result is a highly efficient, future-ready finance operation that supports the company's continued growth and nationwide presence.
At DocTech, we go far beyond simply supplying document management software like DocuWare. We combine deep software expertise with real-world business insight to help you digitise and streamline your processes driving true digital transformation across your organisation.
With decades of experience, we’ve supported organisations of all sizes and sectors in their move towards paperless operations. From automating routine tasks to enabling remote access to critical information, our team understands what’s needed to create smarter, faster, and more secure workflows.
info@doctech.co.uk
0161 647 7040